Slingshot 1.8 User Guide - TIBCO Product Documentation

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Slingshot 1.8 User Guide - TIBCO Product Documentation

TIBCO Slingshot

User Guide

v1.8

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

Page 1

January 14, 2011


Documentation Information

Slingshot Outlook Plug-in

Important Information

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Page 2

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Slingshot Outlook Plug-in

Table of Contents

Table of Contents

1 WELCOME TO SLINGSHOT! ......................................................................................................................... 74

2 SLINGSHOT OUTLOOK PLUG-IN ..................................................................................................................... 5

2.1 LOGIN TO THE SLINGSHOT OUTLOOK PLUG-IN ............................................................................................................ 6

2.2 SENDING FILES ..................................................................................................................................................... 7

2.3 DROPBOX ........................................................................................................................................................... 8

2.4 RECEIVING FILES ................................................................................................................................................... 8

2.5 ADVANCED FIND ................................................................................................................................................ 10

2.6 SLINGSHOT OPTIONS ........................................................................................................................................... 11

2.7 PASSWORD RESET .............................................................................................................................................. 14

2.8 FORGOT USER NAME .......................................................................................................................................... 15

3 SLINGSHOT WEB BROWSER INTERFACE ...................................................................................................... 17

3.1 NEW USERS ...................................................................................................................................................... 17

3.2 USER SELF REGISTRATION .................................................................................................................................... 17

3.3 EXISTING USERS ................................................................................................................................................. 18

3.4 SENDING FILES ................................................................................................................................................... 18

3.5 DROPBOX ......................................................................................................................................................... 19

3.6 INBOX .............................................................................................................................................................. 20

3.7 SENT ITEMS ....................................................................................................................................................... 21

3.8 CONTACTS ........................................................................................................................................................ 21

3.9 MY ACCOUNT .................................................................................................................................................... 21

3.9.1 Password Reset .................................................................................................................................... 22

3.9.2 Forgot User Name ................................................................................................................................ 23

3.10 SEARCH ....................................................................................................................................................... 23

3.10.1 Search Text Box ............................................................................................................................... 24

3.10.2 Show Search Options (Advanced Search) ........................................................................................ 24

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

Page 3


Documentation Information

Slingshot Outlook Plug-in

1 Welcome to Slingshot!

Slingshot integrates seamlessly with enterprise e-mail systems, as a plug-in to Microsoft

Outlook or through a standard Web browser. This means users can easily share and

transfer files of any size – internally and externally.

This document is a quick reference guide on how to use either the Outlook Plug-in or the

Web Browser Interface. For any additional help needed please see you local Slingshot

administrator for assistance.

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Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.


Slingshot

Outlook Quick Start Guide

2 Slingshot Outlook Plug-in

After the plug-in has been installed, Slingshot will integrate seamlessly with MS Outlook. The

plug-in provides you with a familiar way to view your Slingshot emails.

Below you will see the Outlook Plug-in menu bar using Outlook 2007:

Figure 1 - Outlook 2007 Compose Email Interface

In Outlook 2007, you will need to navigate to the ‘Add-Ins’ tab to access Slingshot email

features.

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Page 5


Documentation Information

Slingshot Outlook Plug-in

2.1 Login to the Slingshot Outlook Plug-In

When your Outlook has been configured to work with the Slingshot plug-on you will be prompted to

configure the Slingshot server connection information the first time you login in to Outlook as seen in the

following screenshot below:

Figure 2

Note: You may not see the screen above as your Slingshot plug-in may have already been configured for

you.

Go to your Tools menu as instructed in the message above and click on

from the

menu. On the Server tab you will find the server connection fields that need to be configured (See Figure

3 below). The connection information needed to be setup at this time consists of just the Server Address

(Host URL which is the IP, Port, and context) of the Slingshot server and your user name and password.

Please consult your local Administrator to obtain this information if you do not have it already.

Figure 3

Once you have configured the Slingshot server information and click the Ok button you will be prompted

to restart Outlook:

Figure 4

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Slingshot

Outlook Quick Start Guide

Note: The restart is necessary for the Plug-in to have new information to be distributed through the

program, if this is not done some of the programs functions will not perform correctly.

When you restart Outlook you will now be prompted to login to the Slingshot Server. You may receive a

Security Alert after logging in similar to the one below:

Figure 5

This window is informing you the certificate being used to connect to the Slingshot server is not in your

predefined list of trusted authorities or there is a difference in the connection information you have in your

URL from the Slingshot server’s certificate. Contact your local Administrator if you have questions about

this process.

Click the Yes button if you want to accept the certificate and then you will be able to send secure file

transfers using Slingshot.

2.2 Sending Files

To send an email file attachment securely using Slingshot, open a new email window in Outlook as you

normally would

In Outlook 2007 and 2010, you have to navigate to the ‘Add-Ins’ tab on a new email. You will see the

same Slingshot buttons as above.

Click on the Address Book icon, , to select one or more email recipients you would like to send to. If

you do not see the user you would like to send an email to and you are defined as a Full or Power user,

then click the button and manually type the new users email address in the To: field.

Attach one or more files by clicking the attachment icon, .

NOTE: When attaching a large file in Outlook (over 2gb), the file size may be displayed incorrectly on the

compose email page.

When your email is complete, click the

button to send it through Slingshot, depending on how

the Slingshot server is configured you can also use the Outlook Send button (The plug-in will decide if the

message gets automatically sent through Slingshot, consult your administrator for more details). If you

had defined a new recipient in the To, CC, or BCC fields to be added to the address book you will be

prompted to fill in the new recipients Full Name (required), Company (optional) and Telephone number (optional).

NOTE: Embedded images will not be displayed in a Slingshot email, or attached as an attachment.

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

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Documentation Information

Slingshot Outlook Plug-in

Menu Bar Icon

Address Book

Check Names

Attach File

Send

Definition

When you want to send an email click on the address book

to reveal a pre-defined contacts list of authorized Slingshot

users. Insert one or more recipients in the To, CC, and

BCC fields.

When you type in a recipient name in the To, CC or BCC

fields and you want to make sure they exist in the Slingshot

contacts you can click this icon. If the user is found you will

receive Check Names successful message. If it does not

find a match you will receive a message it was not found.

Use this button to attach a file to your email.

Click this button to send the email with the file attachment

via Slingshot.

2.3 Dropbox

Slingshot provides the ability to create a customized dropbox URL to insert into an email or signature.

The dropbox URL gives the ability for other users to automatically compose an email message to you

after clicking on your dropbox link. A user must first have an account with Slingshot before trying to send

you an email using a dropbox link.

The format for creating a dropbox URL is as follows:

https://[DNS_HostName]:[httpsPort]/[context]/db/[EMailAddress]

For Example, to create a dropbox link for email address “JohnSmith@tibco.com”, use the following

URL format:

https://yourcompany.com:8443/cfcc/db/JohnSmith@tibco.com

2.4 Receiving Files

When a Slingshot email with a file attachment is sent to you an email will be sent to your Outlook Inbox as

with any other email you receive. The email will tell you who sent it and will contain a list of the file(s)

available for you to download. See Figure 6 for an example email.

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Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.


Slingshot

Outlook Quick Start Guide

Figure 6

First time users must click on the ‘New User’ link in an email to configure their account. A password

MUST be configured before you will be able to download files. The only time this rule does not apply is if

a password has been pre-defined for you by your Administrator.

As displayed in the screen shot above, Slingshot emails will not automatically store embedded images as

attachments. If you click the ‘Outlook View’ you will be able to see the embedded image in the signature

as you normally would. These images will not be visible from the Slingshot view.

NOTE: Make sure to check your junk email in Outlook if you are not receiving Slingshot emails.

There are 4 ways to download a file with Slingshot:

1. Double click on the email and then double click the attachment in the email header, the same as

you would in Outlook.

2. Double click on the email and then right click the attachment in the email header. A drop down

menu will appear with options to download your attachment.

3. Click on the link to open your browser to log into Slingshot’s Web

Browser Application (For more information see the Web Browser Quick Start Guide) in order to

download the file(s).

4. Double click on the email and the window will open with the following menu which will allow you

to download the file(s):

Figure 7

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

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Documentation Information

Slingshot Outlook Plug-in

In the event that an authorized Slingshot email is placed in your Outlook Junk folder:

Right click on the email and select: Junk E-Mail > Never Block Sender

2.5 Advanced Find

If you have many emails you can click on the

attachments. See Figure 8 below.

icon to search through your emails and

Page 10

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.


Slingshot

Outlook Quick Start Guide

Figure 8

Figure 9

The Advanced Search in Slingshot is very powerful and provides several different search criteria to

choose from. The default search will search only for e-mails sent on the current day. You can further

refine your search by filling in data in any of the available fields on the page. When you enter search

criteria, you can enter all or partial (use * for wildcard) data to conduct your search with. Click the

button to begin your search.

The matches will display in the section below the search criteria.

2.6 Slingshot Options

This section describes the configurable options available with the Slingshot Outlook plug-in. If you

dropdown your Tools Menu in Outlook and click Slingshot Options. The following window will open:

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

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Documentation Information

Slingshot Outlook Plug-in

Figure 10

The Server tab allows you to can change your Slingshot server host URL or your login user id and

password. Consult your local administrator before changing the Server information fields.

Consult with your local administrator to set your Proxy information if needed.

Figure 11

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Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.


Slingshot

Outlook Quick Start Guide

On the Transfer tab you would set specific requirements for each Slingshot email that is sent out to

recipients by you. See Figure 14 below:

Figure 12

The Downloads tab contains the path for your downloaded files to be placed.

Figure 13

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

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Documentation Information

Slingshot Outlook Plug-in

The Rules tab contains settings for warning messages you want to receive when certain actions take

place. By default all the messages are not enabled.

Figure 14

Consult your local admin about changing your TraceLog settings under the Trace tab.

2.7 Password Reset

1. In order to reset your password, access your Slingshot login page and click

.

You will be taken to a page that provides the option to reset your password.

Figure 15

2. After you click the link, a web browser window will open prompting you to enter your email address:

Page 14

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.


Slingshot

Outlook Quick Start Guide

Figure 16

3. Once you enter your email address, an email will be sent to you containing instructions on how to set a

new password. Click the link in the email and you will be directed to the following page:

Figure 17

Once you set a new password, you should be able to log in to Slingshot.

NOTE: In the event that you have more than one user id assigned to the same e-mail address, the

password for those users cannot be reset.

2.8 Forgot User Name

1. In order to reset your password, access your Slingshot login page and click

.

You will be taken to a page that provides the option to retrieve your username.

2. After you click the link, a web browser window will open prompting you to enter your email address:

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

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Documentation Information

Slingshot Outlook Plug-in

Figure 18

3. Once you enter your email address, an email will be sent to you containing your User Name.

Page 16

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.


Slingshot

Outlook Quick Start Guide

3 Slingshot Web Browser Interface

Slingshot supports most major web browser applications. Please consult your local

Administrator to obtain the URL needed to access Slingshot via a web browser.

3.1 New Users

When you receive an e-mail from a Slingshot user, the e-mail will contain a download link

that will allow you to download file(s). If this is the first time you have received an email

from another Slingshot user you must setup a password for your account, follow the steps

below to set this up:

‣ Follow the “New User Click here” link as seen in the Slingshot email that you

received.

‣ A web browser window will open and you will be prompted to verify your email

address.

‣ You will receive an email containing a link to set a new password, follow the link to

choose your password.

‣ Enter a new password and verify it by clicking the ‘Set Password’ button.

‣ After successfully updating your password, you will be prompted to login to your

account.

‣ Once you have logged in with your user id and password you will be located in your

Inbox where you can view any available emails and attachments (see Inbox).

3.2 User Self Registration

If self registration has been enabled for your server, you are allowed to register an account

to begin sending and receiving attachments. Follow the steps below in order to create your

own Slingshot account.

‣ From the Slingshot login page, click the

link.

‣ At the Self Registration page, enter your email address and click

‣ An email will be sent to you in order to validate your account. Continue to the next

step by following the instructions in the email.

‣ At the Self Registration Confirmation page, provide the necessary information and click

after reading the Terms of Service.

‣ Use the link on the following page to log in to Slingshot. You will receive a Welcome to

Slingshot email if your account has been successfully created.

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

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Documentation Information

Slingshot Outlook Plug-in

3.3 Existing Users

‣ Click on the link that reads

or from your browser type in the

URL to your Slingshot server in your browsers address bar.

‣ Login in to Slingshot when you are prompted.

‣ Once you have logged in with your user id and password you will be on the Send Files

web page. To send a file, see Sending Files.

3.4 Sending Files

Clicking the Send Files link in the left navigation will load the Send Files screen. From this

screen you will be able to send secure attachments to a specified recipient. You must

attach at least one file to use Slingshot.

Java version 1.5 or higher must be used to utilize all of the features of Slingshot.

NOTE: Standard browsers are typically limited to 2 GB uploads. Use the Outlook plugin

to send files over 2 GB.

NOTE: Embedded images will not be displayed in a Slingshot email, or attached as an

attachment.

Figure 19

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Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.


Slingshot

Outlook Quick Start Guide

Send File Fields and Buttons

Definition

Click the To button to insert one or more recipients from the

predefined list of contacts (Search For Recipients).

Otherwise, if you know the parties email address you want to

use you may type it in the input field to the right of this

button. If you are sending an email attachment to a new

recipient (someone who is not pre-defined in the system) you

will be prompted to fill in the recipients Full Name (required),

Company (optional) and Telephone number (optional).

Note: If you are a Guest user you may respond only to

the sender who has added you. Only Full or Power users

may create new user accounts.

and

The Carbon Copy (CC) and Blind Carbon Copy (BCC)

buttons work the same as the To button. By default the BCC

button is hidden. To enable the button click on the

link in the top right corner.

Enter the subject of the email for the recipient to see when

they receive the email with the attachment.

Click on the Attach Files button each time you want to add a

file attachment to your email. This button may appear

differently between browsers.

By clicking this link the pre-defined Default Signature from

the My Accounts web page will be placed in the Message

portion of the email. (Maximum of 255 characters.)

When you click the send button your email with its

attachments will be sent securely to the specified recipients.

If this option is selected, you will receive a download

notification e-mail each time a recipient downloads the

attachment(s) in your email.

Note: You must have a valid e-mail address setup in

order to receive this notification e-mail. The notification

e-mail will not be viewable from the browser client.

3.5 Dropbox

Slingshot provides the ability to create a customized dropbox URL to insert into an email or signature.

The dropbox URL gives the ability for other users to automatically compose an email message to you

after clicking on your dropbox link. A user must first have an account with Slingshot before trying to send

you an email using a dropbox link.

The format for creating a dropbox URL is as follows:

https://[DNS_HostName]:[httpsPort]/[context]/db/[EMailAddress]

For Example, to create a dropbox link for email address “JohnSmith@yourcompany.com”, use the

following URL format:

https://yourcompany.com:8443/cfcc/db/JohnSmith@yourcompany.com

Copyright © 2008 - 2010 TIBCO Software Inc. ALL RIGHTS RESERVED.

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Documentation Information

Slingshot Outlook Plug-in

3.6 Inbox

In the Inbox you will see a summary of the emails and their attachments that have been

sent to you via Slingshot.

Figure 20

To view the details of an email and download the file attached click on the Subject of the

email you want to view or right click on the message to display a menu with options to

show the details of that email or to remove it from your inbox.

Warning: In a multi server, multi database environment, you will not be able to see emails

in your Inbox by users located on another server. For example, if John on Server 1,

Database 1 sends an email to Eric on Server 2, Database 2, Eric will not be able to see

John’s email because that email record resides on a different database. In order to read

that email, John would need to connect to Server 2’s Slingshot web browser interface and

look in that server’s Inbox.

Figure 21

Click on the attachment name, Download File Securely link or the icon,

, to

download the attached file. After the file is downloaded hit the Refresh button and you will

see the Download Status has updated.

If you have many email attachments you can highlight specific ones in the message list by

using the Select options to show All, None, Completed, Not Downloaded or Partial

from the Inbox window (See Figure 21).

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Slingshot

Outlook Quick Start Guide

When using the links , , and you must attach a file to the

email in order to send.

To print the details of an email, including the download history of the secured attachment;

click the Print link .

NOTE: Make sure to check your junk email if you are not receiving Slingshot emails in a third

party email application.

3.7 Sent Items

The Sent Items box contains the list of emails and there email attachments you have sent

out. It has the same format as the Inbox however from the details page of a sent item you

can Disable/Enable a file attachment. When a file attachment is disabled the recipient can

still see the email sent to them but will not be able to download the attachment until it is

Enabled again. You can also Disable and Enable a file attachment by right clicking on one

of the items in the summary list as well.

For more information on any other fields on the screen refer to the Inbox section.

3.8 Contacts

The Contacts link contains a listing of all of the email contacts to whom you have access

to through Slingshot.

You may search for a specific user by entering all or part of a name (use ‘%’ for wildcard)

in the search box. This will limit the listing to show only those recipients whose names

match your search criteria.

Click on a name or names to highlight them and click the Send File(s) link to bring up the

Send Files email form with the contacts you have selected already populating the To box.

Double clicking a single contact will do the same.

You may also right click on a contact’s name and use the popup menu to open the Send

Files form. Using the right click option enables you to insert the selected recipient into the

To, CC or BCC boxes.

3.9 My Account

The My Account page allows you to make changes to your account. You can change

your password and configure a default signature up to 255 characters long to be used in

your emails being sent out.

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Documentation Information

Slingshot Outlook Plug-in

Figure 22

3.9.1 Password Reset

4. In order to reset your password, access your Slingshot login page and click

You will be taken to a page that provides the option to reset your password.

.

Figure 23

5. After you click the link, a web browser window will open prompting you to enter your email address:

Figure 24

c

6. Once you enter your email address, an email will be sent to you containing instructions on how to set

a new password. Click the link in the email and you will be directed to the following page:

Page 22

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Slingshot

Outlook Quick Start Guide

Figure 25

Once you set a new password, you should be able to log in to Slingshot.

NOTE: In the event that you have more than one user id assigned to the same e-mail address, the

password for those users cannot be reset.

3.9.2 Forgot User Name

1. In order to reset your password, access your Slingshot login page and click

.

You will be taken to a page that provides the option to retrieve your username.

2. After you click the link, a web browser window will open prompting you to enter your email address:

Figure 26

c

3. Once you enter your email address, an email will be sent to you containing your User Name.

3.10 Search

There are 2 ways to search for messages, through the Search Text Box or through the

Show Search Options link.

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Page 23


Documentation Information

Slingshot Outlook Plug-in

Warning: In a Slingshot multiple server, multi database environment, you will only be able

to search for items in your Inbox or Sent items from users located on the same server.

For example, if John on Server 1, Database 1 sends an email to Eric on Server 2,

Database 2, Eric will not be able to search for John’s email because that email record

resides on a different database. In order to search for that email, John would need to

connect to Server 2 and then perform the search.

3.10.1 Search Text Box

Use this text box to quickly search for messages by the From, To or Subject fields (by

default it will search through the last 30 days of emails). This search only searches your

Slingshot Inbox and Sent items; it does not search the Slingshot archive.

Figure 27

3.10.2 Show Search Options (Advanced Search)

The Show Search Options window allows a user to do a more advanced search on email items.

Figure 28

You would check one of the Search boxes or a combination of Inbox, Sent Items, or Removed

Items and click the button. You can further define your search by filling in data in any of

the other fields on the web page and clicking on the button. When you enter data to

search for you can enter all or part of the data to conduct your search with.

The matches will display below the selected criteria.

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